Section one: Contracting authority
one.1) Name and addresses
Bracknell Forest Borough Council
Time Square, Market Street
Bracknell
RG12 1JD
Contact
Mr Gareth Edwards
Gareth.Edwards@Bracknell-Forest.Gov.uk
Telephone
+44 1344352702
Country
United Kingdom
Region code
UKJ - South East (England)
Internet address(es)
Main address
http://www.bracknell-forest.gov.uk
Buyer's address
http://www.bracknell-forest.gov.uk
one.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge, at
https://procontract.due-north.com/
Additional information can be obtained from the above-mentioned address
Tenders or requests to participate must be submitted electronically via
https://procontract.due-north.com/
one.4) Type of the contracting authority
Regional or local authority
one.5) Main activity
General public services
Section two: Object
two.1) Scope of the procurement
two.1.1) Title
Place, Planning, and Regeneration Systems Replacement
Reference number
DN704188
two.1.2) Main CPV code
- 48000000 - Software package and information systems
two.1.3) Type of contract
Supplies
two.1.4) Short description
BFC have been using Uniform / IDOX since the year 2000. As the years have progressed, new modules / features have been bolted in as they have been acquired by Uniform / IDOX to build an evolving cluster of systems of different origins. On legacy infrastructure, these systems were serviceable, however in a cloud-based environment these systems are no longer fit for purpose. Teams in Place, Planning and Regeneration have data housed in multiple locations (Uniform App, IDOX DMS, SharePoint, personal OneDrives, and an Azure File Server) which poses both high chances of data duplication and incomplete records. Users are unable to trust that data will synchronise from SharePoint to other related systems consistently and tend to save records in different places to mitigate loss. Any new system will need to possess natively integrated modules built on cloud architecture that all write to one DMS to combat this issue. BFC is looking to address these risks and build faith within a new system where one version of the truth exists and can be accessed by all appropriate officers whilst also providing an improved user experience.
two.1.5) Estimated total value
Value excluding VAT: £935,000
two.1.6) Information about lots
This contract is divided into lots: No
two.2) Description
two.2.3) Place of performance
NUTS codes
- UKJ - South East (England)
two.2.4) Description of the procurement
BFC have been using Uniform / IDOX since the year 2000. As the years have progressed, new modules / features have been bolted in as they have been acquired by Uniform / IDOX to build an evolving cluster of systems of different origins. On legacy infrastructure, these systems were serviceable, however in a cloud-based environment these systems are no longer fit for purpose. Teams in Place, Planning and Regeneration have data housed in multiple locations (Uniform App, IDOX DMS, SharePoint, personal OneDrives, and an Azure File Server) which poses both high chances of data duplication and incomplete records. Users are unable to trust that data will synchronise from SharePoint to other related systems consistently and tend to save records in different places to mitigate loss. Any new system will need to possess natively integrated modules built on cloud architecture that all write to one DMS to combat this issue. BFC is looking to address these risks and build faith within a new system where one version of the truth exists and can be accessed by all appropriate officers whilst also providing an improved user experience.
The contract will be structured as follows: Initial 5-year term, with two optional 12 month extensions totaling a maximum term of 7 years.
two.2.5) Award criteria
Quality criterion - Name: Quality / Weighting: 60
Price - Weighting: 40
two.2.6) Estimated value
Value excluding VAT: £935,000
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
60
This contract is subject to renewal
Yes
Description of renewals
Two optional twelve-month extensions (5+1+1 years)
two.2.10) Information about variants
Variants will be accepted: No
two.2.11) Information about options
Options: No
two.2.13) Information about European Union Funds
The procurement is related to a project and/or programme financed by European Union funds: No
Section four. Procedure
four.1) Description
four.1.1) Type of procedure
Open procedure
four.1.8) Information about the Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement: Yes
four.2) Administrative information
four.2.2) Time limit for receipt of tenders or requests to participate
Date
21 January 2024
Local time
12:00pm
four.2.4) Languages in which tenders or requests to participate may be submitted
English
four.2.7) Conditions for opening of tenders
Date
19 January 2024
Local time
12:00pm
Section six. Complementary information
six.1) Information about recurrence
This is a recurrent procurement: No
six.4) Procedures for review
six.4.1) Review body
Bracknell Forest Council
Bracknell
Country
United Kingdom